Policies

Vinyasa Earth partners with facilitators to co-host workshops or retreats. This model allows facilitators to leverage Vinyasa Earth’s beautiful and serene venue while sharing the responsibilities and profits. The revenue is divided based on a pre-agreed percentage after deducting the costs associated with hosting the event.​

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1. Space and Logistics Collaboration

​a. Booking and Agreement:

• Initial Proposal: Event organizers must submit a detailed proposal outlining the event type, schedule, expected number of participants, and specific requirements.

• Agreement: Both parties will sign a formal agreement specifying the rental costs, participant/occupancy costs, responsibilities, and payment terms.

b. Costs:

• Fixed Rental Cost: A predetermined rental fee for using the space, including the earthen mud house cottages, dormstay, Shala open studio, amphitheater, and gazebos.

• Variable Participant/Occupancy Cost: Additional charges based on the number of participants or occupancy levels, covering accommodation, meals, and other services.

c. Responsibilities:

• Vinyasa Earth:

  • Provide the agreed-upon venue and logistical support.

  • Ensure the venue is prepared and equipped with necessary materials.

  • Assist with on-site management and support during the event.

• Event Organizers:

  • Promote the event and handle participant registrations.

  • Manage participant engagement and event delivery.

  • Provide any specific materials or resources required for the event.

d. Payment Terms:

• Deposit: A non-refundable deposit of 30% of the total fixed rental cost is required upon booking confirmation.

• Final Payment: The remaining balance, including variable participant/occupancy costs, is due 14 days before the event.

• Cancellation: Refer to the cancellation policy for details on refunds and rescheduling.

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2. Hosting Collaborative Events

a. Overview: Vinyasa Earth hosts events and invites multiple facilitators to collaborate. This model allows for a diverse range of activities and expertise, providing participants with a rich and varied experience.

• Policy Details:

• Facilitator Agreement:

• Initial Proposal: Facilitators must submit a proposal outlining their session content, schedule, and specific requirements.

• Agreement: Both parties will sign a formal agreement specifying the collaboration terms, responsibilities, and compensation.

b. Responsibilities:

• Vinyasa Earth:

  • Organize and host the event, managing logistics and overall event flow.

  • Promote the event through its marketing channels.

  • Provide accommodation, meals, and necessary materials for facilitators and participants.

• Facilitators:

  • Design and deliver their specific sessions or workshops.

  • Assist in promoting the event through their networks.

  • Engage with participants and contribute to the overall event experience.

c. Compensation:

• Fixed Fee or Honorarium: Facilitators may receive a fixed fee or honorarium for their participation, agreed upon before the event.

• Revenue Sharing: Alternatively, facilitators may receive a percentage of the event revenue based on attendance and participation.

d. Marketing and Promotion:

• Joint Marketing Plan: Develop a collaborative marketing plan detailing the promotional activities each party will undertake.

• Consistent Branding: Ensure consistent branding and messaging across all promotional materials.

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3. Revenue Sharing for Workshops and Retreats

a. Initial Meeting and Proposal:

• Objective: Discuss the goals, expectations, and logistics of the proposed workshop or retreat.

• Facilitator Responsibilities: Present a detailed proposal outlining the content, schedule, target audience, and marketing plan.

• Vinyasa Earth Responsibilities: Provide an overview of the venue, accommodation options, logistical support, and potential costs.

b. Agreement:

• Revenue Sharing Agreement: A formal contract specifying the revenue-sharing percentage, responsibilities, and payment terms.

• Percentage Split: Typically, a percentage of the revenue (e.g., 70% for the facilitator and 30% for Vinyasa Earth) is agreed upon, but this can vary based on the specifics of the event.

• Cost Deduction: All direct costs associated with the event (e.g., catering, equipment rental) are deducted from the total revenue before the split.

c. Event Planning:

• Marketing and Promotion:

  • Vinyasa Earth: Use its website, social media channels, and email newsletters to promote the event.

  • Facilitators: Leverage their networks, social media, and email lists to attract participants.

• Registration and Payment Processing:

  • Vinyasa Earth: Manage participant registration and payment processing through its booking platform.

  • Facilitators: Assist in promoting registration and answering participant queries.

d. Logistics and Setup:

• Venue Preparation: Ensure the venue is prepared, clean, and equipped with necessary materials and equipment.

• Accommodation and Meals: Arrange lodging and meals for participants as per the agreed plan.

• On-Site Support: Provide on-site staff to assist with logistics, technical support, and participant needs.

e. Event Execution:

• Facilitator’s Role: Conduct the workshops or retreats as per the agreed schedule and content.

• Vinyasa Earth’s Role: Ensure smooth operation, handle any issues that arise, and provide support as needed.

f. Post-Event:

• Feedback Collection: Collect feedback from participants to evaluate the success of the event and identify areas for improvement.

• Revenue Reconciliation: Calculate the total revenue, deduct direct costs, and distribute the remaining revenue as per the agreement.

• Payment to Facilitators: Facilitate payment to the facilitators within the agreed timeframe (e.g., within 15 days after the event).